Management of information technologies and communications of the city of Surgut implemented document flow of Etla

On June 26, 2019 the Atlas Soft company reported that management of information technologies and communications of the city of Surgut implemented document flow of Etla.

Core activity of MKU "UITS Surgut" is accomplishment of separate actions for logistics of activity of local government authorities of the city of Surgut, creation, operation and development of information systems of local government authorities and municipal organizations.

Within upgrade of work of Management the management set the task of the organization of electronic office-work.

Management put forward a broad spectrum of requirements to an electronic document management system. A system had to contain the following functionality:

• automation of work with the entering, outgoing and internal documentation;
• mechanisms of automatic structuring, placement, naming and numbering of documents;
• the built-in full-fledged electronic archive of documents allowing to store all documents of the organization in the structured type;
• flexible and convenient searching tool of documents on any its attributes.
• support of duplication of key notifications on e-mail;
• the mechanism of bulk import and export of documents and also import and export of document folders with preserving of their structure. The present possibility is very important for a fast institution and registration of already existing documents;
• work with document templates.

One of the main objectives which the implemented system should solve is a fast creation and setup of a number of business management processes, such as:

• approval of requests for order placement on deliveries of goods, execution of works, rendering services for municipal needs;
• approval of agreements;
• processing of the entering and outgoing documentation.

In search of an optimal solution specialists of MKU UITS examined experience of implementation of workflow systems at other enterprises. Among a large number of developments in the field of EDMS the ETLA system provided by Atlas Soft company proved to be as the most balanced solution.

During study of the above described tasks specialists of the company of Rosinformtekhnologiya - the partner of Atlas Soft company, jointly with specialists of Management executed a full stroke of setup and system implementation, using all range of subsystems, designers and editors who are included in delivery of a system.

Within three months the structure of uniform electronic storage of documents was created, cards for all document types are configured, reference books are added, user groups are created and access rights to segments of storage are configured. Business processes of approval of requests, processings of the entering and outgoing documents are developed, templates of often used documents are configured and a number of reports on different types of activity of management is created.

As a result of implementation of EDMS "Etla" MKU "UITS Surgut" successfully solved assigned tasks and also received the flexible platform on which further will be able independently to develop and expand functionality of a system.'